Administrator (Project Support / Logistics)

Position: Administrator
Department: Project Administration
Reporting to: Project Administration Manager
Job Summary: Being part of the team to provide administrative support to project management team and other project related areas such as logistics, purchasing and after-sales services to support the successful delivery of the overall project goals.

Key Responsibilities & Tasks
Project Administration
• Perform data entry into relevant system, documentation and filing for all projects upon completion of work
• Support and assist in other project administration functions as assigned
• Monitor all administrative activities of the assigned project, ensuring all required project related information and documentations are available for record and filing purposes
Project Procurement
• Source and procure materials as well as prepare the material samples according to project requirements and expectations for assigned projects
• Negotiate with suppliers for the best combination of quality, price and delivery of materials
• Manage deliveries according to project schedules and ensure appropriate items are delivered to the right venues
• Identify damaged or defective items and work out an alternative solution with suppliers
• Document and file all procurement activities including maintaining supplier related files in Accounting System.
• Pro-actively explore new/potential suppliers for project purchases
• Maintain professional relationship with suppliers while ensure they are meeting the expectations of project requirements, budget, quality and lead time

Logistics Management
• Work closely with multiple internal parties such as local logistic administrator, drivers, store/warehouse personnel and site supervisors to ensure smooth, accurate and timely arrangement of local logistics at minimal cost
• Work closely with project team members, store/warehouse personnel and external logistic agents to ensure smooth, accurate and timely arrangement of the international logistics to meet the project expectation and budget
• Manage import or export logistic related issues
• Actively source and negotiate with potential logistic companies for the best combination of solutions, service quality, price and delivery
• Explain and advise other parties on the logistic solution used
• Document and file all activities relating to logistic arrangements

Other Duties
• Actively participate and contribute in business processes improvement, special projects or development initiatives of the department and the company
• Assist in other adhoc tasks as assigned by superior
• Support team members and other departments as and when required

Requirements
(A) Education & Certifications (if applicable)
• Minimum Advance/ Higher Diploma in Administration or Business Administration

(B) Experience, Knowledge & Skills
• At least 3 years of working experience in administration or purchasing is preferred
• Meticulous and having an eye for details and accuracy
• Able to multi-task, meet deadlines and work under pressure
• Organized and able to prioritise and manage time well
• Good communication, negotiation and persuasion skills

(C) Characteristics
• Has desire and willingness to continuously learn and take on new challenges
• Ability to work co-operatively, flexibly and as a member of a team
• Trustworthy, committed with strong team spirit

- Salary will be commensurate with qualifications and experience
- Social insurance, health insurance, unemployment insurance according to Labor Laws
- Professional, dynamic working environment

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